Minutes:
Further to Minute No 13/60 and by way of reports by the Head of Legal and Democratic Services (copies of which is appended in the Minute Book) the Panel considered:
· the recommendations of the Working Group, established by the Panel, on proposed changes to the operation of the Council meeting including the headline debate, green paper feature, ten minute address by Councillors, frequency of meetings, Annual State of the District Address, oral questions, Council Programme Meeting and Reports of the Cabinet, Panels and Committees;
· the outcome of a review of the procurement thresholds referred to in the Code of Procurement; and
· the conclusions reached by the Chairmen and Vice Chairmen of the Overview & Scrutiny Panels on the future operation of overview and scrutiny.
In discussing a suggestion that provision be made for Members to address the Council for up to 10 minutes on a subject of their choice, the Panel felt that it was not necessary to introduce such an arrangement as there was already sufficient mechanisms to address the Council.
The Panel also discussed a proposed initiative which would give increased opportunities to hold the Cabinet to account. In supporting the proposal, Members felt that 10 minute presentations for up to two Executive Councillors per Council meeting should be introduced followed by a 20 minute period for questions to all Members of the Cabinet.
With regard to the future of Overview and Scrutiny Panels, Members were concerned over the lack of any information as to the remit of the proposed four panels and concluded that the matter should be reconsidered once the scope of the proposed panels was known.
In terms of the future role and Chairmanship of the Council Programme Meeting, the Panel concurred with the Working Group that this meeting should continue to be chaired by the Chairman of the Council and that the meeting itself should consider its future role and terms of reference.
Attention was drawn to proposed new arrangement for presenting the reports of Committees and Panels to the Council. Members felt that reports of all Committees and Panels should continue to be presented to Council but that presentation changes be made to make the Council meeting more efficient.
Given that the changes identified require amendments to be made to the Council’s Constitution and in noting that any recommendations would need to be submitted to the Annual Council meeting on 4th June 2014 for implementation with effect from commencement of the new Council year, the Panel
RECOMMEND
(a) that the opportunity for single issue debates at Council meetings be continued but only where a specific need arose and that the length of such debates be strictly restricted for up to 60 minutes duration only;
(b) that topics for debate continue to be identified by the Council Programme Group;
(c) that it no longer be necessary to reserve one Council meeting per annum at which the Opposition Groups and Independent Members would be entitled to select the topic for debate;
(d) that Green Paper items be retained on the Council Agenda as required and 10 minutes set aside for this purpose;
(e) that the November Council meeting be deleted from the meetings calendar;
(f) that the Council’s Procedure Rule 20.2 be suspended to allow the word “Autumn” in paragraph 12.1 of the Council Procedure Rules deleted and replaced by the word “Summer”, with immediate effect;
(g) that the Council’s Procedure Rule 20.2 be suspended and the following changes with regard to Oral Questions by Councillors introduced, with immediate effect:-
(h) ten minute presentations for up to two Executive Councillors per Council meeting with the opportunity for questions to follow;
(ii) a 20 minute period for questions to Members of the Cabinet;
(iii) where the subject matter demands a comprehensive detailed answer, the question be submitted by noon at least 8 clear days in advance of the meeting; and
(iv) the separate 30 minute period for oral questions be discontinued;
(h) that the Council Programme Meeting continue to be chaired by the Chairman of the Council;
(i) that arrangements for a new seating layout at Council meetings be supported;
(j) that where Reports of the Cabinet, Panels and Committee contain recommendations these be presented to Council by their respective Chairmen from their place in the body of the meeting;
(k) that other Reports to Council be presented, purely for information, by the Chairman of the Council, who shall invite questions to the relevant Chairmen in a general sense and these reports be enclosed as an information pack to the rear of the Council book; and
(l) that in paragraph 5.6 of the Code of Procurement the table relating to the value of procurement requirements be amended as follows:
Up to £5,000 |
At least 1 written estimate or offer (e-marketplace, email, web or paper) shall be sought and recorded. |
£5,000 up to £15,000 |
At least 3 written estimates or offer (e-marketplace, email or headed paperwork) shall be sought and recorded. |
£15,000 to £50,000 |
At least 3 formal quotations or offers shall be invited, unless the Manager has complied in full with paragraph 6.1e of this Code. The Manager will consider whether the nature of the procurement is such that a full competitive tendering would be likely to be beneficial to the Council by reducing cost (by more than the cost of tendering) or risk. |
Supporting documents: